If you have not already done so, please communicate
to your respective managers and supervisors that it is time
to conduct classified performance evaluations for the rating
period October 25, 2002 to October 24, 2003. Supervisors (raters)
and reviewers must complete and return performance evaluations
(Employee Work Profiles - "EWP")
to the UHR Employee Records Division by Friday, October 24,
2003. Performance evaluations using the EWP must be completed
on all classified salaried employees including those who are
still in their probationary period that were hired before
July 25, 2003. The entire EWP must be returned with the completed
performance evaluation section in order to update all position
description information.
State policy requires that in order for a classified employee
to receive the 2.25 percent increase s(he) must have a completed
EWP submitted by October 24, 2003. Any evaluation (EWP)
received after October 24 may result in an employee not receiving
the November 25 salary increase as the University is required
to send the State an electronic file of completed ratings.
Classified salaried employees in their probationary period
hired on or after July 25, 2003 do not require an annual performance
evaluation this cycle, as they are not eligible for the November
25, 2003 salary increase. These employees should be evaluated
at the appropriate time using the Probationary
Progress Review Form. Classified wage employees are not
evaluated.
HRMS Specialists in your respective organizations are responsible
for running the "Next Performance Review Report"
in Discoverer that lists employees who require an evaluation.
Instructions for running the report were sent to HRMS Specialists
by email on June 17. The instructions are again being sent
to HRMS Specialists.
This year, supervisors must use the Employee Work Profile
(EWP) to evaluate employees, which may be found on the University
Human Resources Home Page at http://www.hrs.virginia.edu/ (click on icon called "Employee
Work Profile"). Please remember, State policy requires
than an Extraordinary
Contribution form must be completed on the employee in
order to rate an employee "Extraordinary Contributor".
If you have not completed this form on your employee and it
is not attached to the EWP when submitted to the UHR Records
Division, then the rating submitted to the State may be changed
to the "Contributor" level. In order to give an
employee an overall rating of "Below Contributor",
the rater must have provided the employee a "Notice
of Improvement Needed/Substandard Performance Form"
and allowed the employee at least 30 days to improve his or
her performance. The Notice of Improvement Needed/Substandard
Performance Form must be submitted with the EWP if not already
given previously to UHR during the rating cycle. This does
not, however, prevent an employee from being rated as Below
Contributor on specific performance elements.
During the evaluation process, it will also be necessary
for you to establish a new EWP-performance plan for the next
evaluation period (October 25, 2003 to October 24, 2004.)
The EWP-performance plan should be discussed with the employee
to insure s(he) knows the basis for the next rating cycle's
evaluation. The 2003-04 EWP (performance plan) is to be retained
in the employee's department.
Questions about running the "Next Performance Review
Report" should be directed to Amy Grubb at 4-4393. Questions
about conducting the performance evaluation using the EWP
form should be directed to Debbie Gausvik (ph: 4-6263), Jackie
Cooke (ph: 4-4430) or Tonia Duncan-Rivers (ph: 4-4320) in
UHR Employee Relations. Thank you for your time and attention
to this important matter. |
